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WTC Clinical Vaccinology and Tropical Medicine
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Department of Paediatrics, Oxford Vaccine Group, Churchill Hospital, Oxford
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172710 Administrative Assistant to OVG Job Description.pdf
Wellcome Trust Centre Clinical Vaccinology and Tropical Medicine
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_________________________________________________________________________ Job description and selection criteria Job title Administrative Assistant to Oxford Vaccine Group Division Medical Sciences Department Paediatrics Location Oxford Vaccine Group, Centre for Clinical Vaccinology and Tropical Medicine, Churchill Hospital, Oxford, OX3 7LE Grade and salary Grade 4: £25,138 - £28,759 per annum (with a discretionary range to £31,396 per annum) Hours Full time (36.5 hours per week) Contract type Fixed term for 1 year, with the potential for extension Reporting to Georgina Bishop, Executive Assistant to Professor Teresa Lambe and Dr Parvinder Aley Vacancy reference 172710 Additional information You are required to submit a CV and a supporting statement with your application, outlining how you meet the selection criteria The role The role of Administrative Assistant is an exciting opportunity for either an experienced administrative professional or a quick-learning early career individual to take part in a wide range of activities, supporting the day-to-day running of the Oxford Vaccine Group. The Administrative Assistant will deal with a wide range of matters, such as organising meeting arrangements, facilitating staff training sessions, co-ordinating the induction of new starters, providing calendar support to senior staff, making travel arrangements, assisting with office IT set up, and working with the PA team. The applicant will be self-motivated, organised, a great communicator and be able to use their own initiative in decision-making with a high level of attention to detail. The Oxford Vaccine Group (OVG) is led by Prof Sir Andrew J Pollard, Ashall Professor of Paediatric Infection, and Immunity, and is the largest Paediatric research group in the UK. The aim of OVG is to co-ordinate expertise in the study of microbial diseases and the immune response to microbes, in order to facilitate research on the development and implementation of vaccines. Responsibilities • Book meetings on behalf of a range of staff, using initiative to make considered judgements when juggling the demands placed on the schedule; • Compile agendas and draft minutes for team meetings, where requested; • Make administrative arrangements for training and events including room booking, catering, and travel and accommodation arrangements for staff; • Administer staff induction and leavers programmes in accordance with group and department policy; • Provide basic day-to-day office IT support, including maintaining the OVG asset register, ordering new equipment when needed, and assisting with the set-up of virtual meetings using room AV systems; • Occasionally act as temporary cover for the OVG receptionist as required and support reception activities, including welcoming visitors and dealing effectively with postal correspondence, telephone calls and emails, diverting such correspondence to other staff where appropriate; • Undertake a range of clerical or administrative tasks, which require a high level of attention to detail, as requested and is reasonable for the role. This includes assisting in travel arrangements e.g. train and taxi bookings, preparing interview documents for staff conducting interviews, and supporting in event arrangement where appropriate; • Act as DSE Assessor and Manual Handling Assessor for the group (training in which will be provided on appointment); • Organise mailings for training and events and maintain mailing lists; • Develop successful working relationships with academic and support staff colleagues across the department and in the wider University; • Undertake any other duties as may be required from time to time as identified by the PA team, that are commensurate with the grade and responsibilities of the post. Selection criteria Essential • Experience of managing administrative processes and reception or customer facing work • Previous experience working in an office environment • Ability to organise events and make administrative arrangements • The ability to work independently, with minimal supervision, and a willingness to resolve situations, as well as knowing when to refer issues to others • Excellent computer skills including: Microsoft Office package and the internet, and willingness to be trained on new systems • A high standard of numeracy; the ability to manage finances • Experience of working on confidential matters; tact and discretion Department of Paediatrics Administrative Assistant to OVG Job Description 2 • Ability to manage and prioritise a varied and busy workload and work to deadlines • Attention to detail and high level of accuracy • Excellent interpersonal skills • A willingness to be adaptable and flexible in approach to situations as they arise • A self-motivated, enthusiastic, and positive attitude Desirable • Experience of using financial information systems (e.g. Oracle Financials) • Experience of events organisation • Previous experience of working in a university, research, or NHS environment. Pre-employment screening Standard checks If you are offered the post, the offer will be subject to standard pre-employment checks. You will be asked to provide: proof of your right-to-work in the UK; proof of your identity; and (if we haven’t done so already) we will contact the referees you have nominated. You will also be asked to complete a health declaration so that you can tell us about any health conditions or disabilities for which you may need us to make appropriate adjustments. Please read the candidate notes on the University’s pre-employment screening procedures at: https://www.jobs.ox.ac.uk/pre-employment-checks Additional security pre-employment checks This job includes duties that will require additional security pre-employment checks: • A satisfactory basic Disclosure and Barring Service check due to the nature of this position and working with sensitive data. About the University of Oxford Welcome to the University of Oxford. We aim to lead the world in research and education for the benefit of society both in the UK and globally. Oxford’s researchers engage with academic, commercial and cultural partners across the world to stimulate high-quality research and enable innovation through a broad range of social, policy and economic impacts. We believe our strengths lie both in empowering individuals and teams to address fundamental questions of global significance, while providing all our staff with a welcoming and inclusive workplace that enables everyone to develop and do their best work. Recognising that diversity is our strength, vital for innovation and creativity, we aspire to build a truly diverse community which values and respects every individual’s unique contribution. Department of Paediatrics Administrative Assistant to OVG Job Description 3 While we have long traditions of scholarship, we are also forward-looking, creative and cuttingedge. Oxford is one of Europe's most entrepreneurial universities and we rank first in the UK for university spin-outs, and in recent years we have spun out 15-20 new companies every year. We are also recognised as leaders in support for social enterprise. Join us and you will find a unique, democratic and international community, a great range of staff benefits and access to a vibrant array of cultural activities in the beautiful city of Oxford. For more information, please visit www.ox.ac.uk/about/organisation. Oxford Vaccine Group The Oxford Vaccine Group (OVG) is led by Prof. Sir Andrew J Pollard, Ashall Professor of Paediatric Infection, and Immunity, and is the largest Paediatric research group in the UK. The aim of OVG is to co-ordinate expertise in the study of microbial diseases and the immune response to microbes, in order to facilitate research on the development and implementation of vaccines. This may include new, improved, or combined vaccines for the adult and paediatric population. The OVG is involved in clinical trials at all phases both within the UK and abroad. Since 2020, OVG conducted Phase I-III clinical trials to evaluate the efficacy of a COVID-19 vaccine candidate, ChAdOx1 nCoV-19, in collaboration with AstraZeneca, and the results from these trials led to the authorisation of the emergency use of ChAdOx1 nCoV-19 in the UK. Besides the ChAdOx1 nCoV-19 trials, OVG is currently leading other research on COVID-19 vaccines, which will impact the UK policy on COVID-19 vaccination strategy. More information about OVG may be found at the website: http://www.ovg.ox.ac.uk. Department of Paediatrics The Department of Paediatrics is a world leader in child health research and hosts internationally renowned research programmes in drug development, gastroenterology, haematology, HIV, immunology, neuroimaging, neuromuscular diseases and vaccinology. Our work spans from early proof-of concept fundamental science, all the way up to its application in clinical settings. We continue to shape the landscape of medical science through positively impacting the lives of millions of children from our global research programmes, academic resources, and commitment to success. Our broad research base positions the department in a pivotal role and subsequently a world leader in child health. With research facilitates in the UK and abroad, we work on a global scale, building a paediatric network in the medical science community. We are committed to inform and inspire external audiences worldwide through our public engagement and outreach activities. In 2021, we successfully administered a grant value of £130,895,28 obtained through 168 projects. Our strong relationship with funding bodies have also been a contributor to the successes and milestones in children’s health research. With strong support from the Wellcome Trust, NIH, Cancer Research UK, UKRI, MDUK, Bill & Melinda Gates Foundation, Academy of Medical Sciences and the NIHR, we have employed 360+ staff, researchers, and students. These figures continue to grow as we expand our activities to overcome the multitude of challenges within children’s research health. Department of Paediatrics Administrative Assistant to OVG Job Description 4 For more information please visit: http://www.paediatrics.ox.ac.uk/ The Department of Paediatrics holds a silver Athena Swan award to recognise advancement of gender equality: representation, progression and success for all. Medical Sciences Division We are an internationally recognized centre of excellence for biomedical and clinical research and teaching, and the largest academic division in the University of Oxford. World-leading programmes, housed in state-of-the-art facilities, cover the full range of scientific endeavour from the molecule to the population. With our NHS partners we also foster the highest possible standards in patient care. For more information please visit: http://www.medsci.ox.ac.uk/ Department of Paediatrics Administrative Assistant to OVG Job Description 5 How to apply Applications are made through our e-recruitment system and you will find all the information you need about how to apply on our Jobs website https://www.jobs.ox.ac.uk/how-to-apply. Your application will be judged solely on the basis of how you demonstrate that you meet the selection criteria stated in the job description. As part of your application you will be asked to provide details of two referees and indicate whether we can contact them now. You will be asked to upload a CV and a supporting statement. The supporting statement must explain how you meet each of the selection criteria for the post using examples of your skills and experience. This may include experience gained in employment, education, or during career breaks (such as time out to care for dependants) Please upload all documents as PDF files with your name and the document type in the filename. All applications must be received by midday UK time on the closing date stated in the online advertisement. Information for priority candidates A priority candidate is a University employee who is seeking redeployment because they have been advised that they are at risk of redundancy, or on grounds of ill-health/disability. Priority candidates are issued with a redeployment letter by their employing department(s). If you are a priority candidate, please ensure that you attach your redeployment letter to your application (or email it to the contact address on the advert if the application form used for the vacancy does not allow attachments). If you need help Application FAQs, including technical troubleshooting https://staff.web.ox.ac.uk/recruitment-support-faqs advice is available at: Non-technical questions about this job should be addressed to the recruiting department directly at recruitment@paediatrics.ox.ac.uk or using the contact details in the online advertisement. To return to the online application at any stage, please go to: www.recruit.ox.ac.uk. Please note that you will receive an automated email from our e-recruitment system to confirm receipt of your application. Please check your spam/junk mail if you do not receive this email. Department of Paediatrics Administrative Assistant to OVG Job Description 6 Important information for candidates Data Privacy Please note that any personal data submitted to the University as part of the job application process will be processed in accordance with the GDPR and related UK data protection legislation. For further information, please see the University’s Privacy Notice for Job Applicants at: https://compliance.admin.ox.ac.uk/job-applicant-privacy-policy. The University’s Policy on Data Protection is available at: https://compliance.admin.ox.ac.uk/data-protection-policy. The University’s policy on retirement The University operates an Employer Justified Retirement Age (EJRA) for very senior research posts at grade RSIV/D35 and clinical equivalents E62 and E82, which with effect from 1 October 2023 will be 30 September before the 70th birthday. The justification for this is explained at: https://hr.admin.ox.ac.uk/the-ejra. For existing employees on these grades, any employment beyond the retirement age is subject to approval through the procedures: https://hr.admin.ox.ac.uk/the-ejra. There is no normal or fixed age at which staff in posts at other grades have to retire. Staff at these grades may elect to retire in accordance with the rules of the applicable pension scheme, as may be amended from time to time. Equality of opportunity Entry into employment with the University and progression within employment will be determined only by personal merit and the application of criteria which are related to the duties of each particular post and the relevant salary structure. In all cases, ability to perform the job will be the primary consideration. No applicant or member of staff shall be discriminated against because of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. Department of Paediatrics Administrative Assistant to OVG Job Description 7 Benefits of working at the University Employee benefits University employees enjoy 38 days’ paid holiday, generous pension schemes, travel discounts, and a variety of professional development opportunities. Our range of other employee benefits and discounts also includes free entry to the Botanic Gardens and University colleges, and discounts at University museums. See https://hr.admin.ox.ac.uk/staff-benefits University Club and sports facilities Membership of the University Club is free for all University staff. The University Club offers social, sporting, and hospitality facilities. Staff can also use the University Sports Centre on Iffley Road at discounted rates, including a fitness centre, powerlifting room, and swimming pool. See www.club.ox.ac.uk and https://www.sport.ox.ac.uk/. Information for staff new to Oxford If you are relocating to Oxfordshire from overseas or elsewhere in the UK, the University's Welcome Service website includes practical information about settling in the area, including advice on relocation, accommodation, and local schools. See https://welcome.ox.ac.uk/ There is also a visa loan scheme to cover the costs of UK visa applications for staff and their dependents. See https://staffimmigration.admin.ox.ac.uk/visa-loan-scheme Family-friendly benefits With one of the most generous family leave schemes in the Higher Education sector, and a range of flexible working options, Oxford aims to be a family-friendly employer. We also subscribe to the Work+Family Space, a service that provides practical advice and support for employees who have caring responsibilities. The service offers a free telephone advice line, and the ability to book emergency back-up care for children, adult dependents and elderly relatives. See https://hr.admin.ox.ac.uk/my-family-care Childcare The University has excellent childcare services, including five University nurseries as well as University-supported places at many other private nurseries. For full details, including how to apply and the costs, see https://childcare.admin.ox.ac.uk/ Disabled staff We are committed to supporting members of staff with disabilities or long-term health conditions. For further details, including information about how to make contact, in confidence, with the University’s Staff Disability Advisor, see https://edu.admin.ox.ac.uk/disability-support Staff networks The University has a number of staff networks including the Oxford Research Staff Society, BME staff network, LGBT+ staff network and a disabled staff network. You can find more information at https://edu.admin.ox.ac.uk/networks The University of Oxford Newcomers' Club The University of Oxford Newcomers' Club is an organisation run by volunteers that aims to assist the partners of new staff settle into Oxford, and provides them with an opportunity to meet people and make connections in the local area. See www.newcomers.ox.ac.uk. Department of Paediatrics Administrative Assistant to OVG Job Description 8
HTML description of Administrative Assistant to OVG
The Oxford Vaccine Group (OVG) is a leading clinical research group, led by Professor Sir Andrew Pollard. OVG is part of the Department of Paediatrics and conduct studies into new and improved vaccines for adults and children. We are currently seeking an enthusiastic Administrative Assistant to work closely with our PA team to support the world-leading research and day-to-day smooth running of OVG. The post-holder will be part of a dynamic team, with opportunities to gain experience in a wide range of administrative tasks and projects. We are looking for an administrative professional or quick-learning, self- motivated early career individual who enjoys working as part of a team. You will be trustworthy, dependable, confident using your own initiative and have the ability to work well with people at different levels of seniority. Demonstratable excellent communication, IT and organisational skills are essential, as well as experience in an office environment. Key duties of the role include booking and rearranging meetings, assisting with events, leading on administrative duties for the staff induction and leavers programmes, preparing paperwork on behalf of colleagues, making travel arrangements, occasionally supporting reception duties in the absence of the receptionist, and general office administration. This is a full-time fixed-term appointment for 1 year, with the potential for extension. Please note, whilst we endeavour to support flexible working, this is expected to be an in-office role due to the requirements of the post. Remote working is discretionary dependant on workload and in-person requirements. You will be required to upload a CV and Supporting Statement as part of your online application. The Supporting Statement should include a cover letter and should also clearly describe how you meet each of the selection criteria listed in the job description. Click here for information and advice on writing an effective Supporting Statement. To discuss the post in more detail, please contact Georgina Bishop, using the contact details below. Only applications received before 12.00 midday on 07 June 2024 will be considered. Interviews will be held as soon as possible thereafter.
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The Oxford Vaccine Group (OVG) is a leading clinical research group, led by Professor Sir Andrew Pollard. OVG is part of the Department of Paediatrics and conduct studies into new and improved vaccines for adults and children. We are currently seeking an enthusiastic Administrative Assistant to work closely with our PA team to support the world-leading research and day-to-day smooth running of OVG. The post-holder will be part of a dynamic team, with opportunities to gain experience in a wide range of administrative tasks and projects. We are looking for an administrative professional or quick-learning, self-motivated early career individual who enjoys working as part of a team. You will be trustworthy, dependable, confident using your own initiative and have the ability to work well with people at different levels of seniority. Demonstratable excellent communication, IT and organisational skills are essential, as well as experience in an office environment. Key duties of the role include booking and rearranging meetings, assisting with events, leading on administrative duties for the staff induction and leavers programmes, preparing paperwork on behalf of colleagues, making travel arrangements, occasionally supporting reception duties in the absence of the receptionist, and general office administration. This is a full-time fixed-term appointment for 1 year, with the potential for extension. Please note, whilst we endeavour to support flexible working, this is expected to be an in-office role due to the requirements of the post. Remote working is discretionary dependant on workload and in-person requirements. You will be required to upload a CV and Supporting Statement as part of your online application. The Supporting Statement should include a cover letter and should also clearly describe how you meet each of the selection criteria listed in the job description. Click here for information and advice on writing an effective Supporting Statement. To discuss the post in more detail, please contact Georgina Bishop, using the contact details below. Only applications received before 12.00 midday on 07 June 2024 will be considered. Interviews will be held as soon as possible thereafter.
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Standard Grade 4: 25,138 - 28,759 per annum (with a discretionary range to 31,396 per annum)
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